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Home My WebLink About231106 CC MinThe City of West University Place A Neighborhood City CITY COUNCIL STAFF Susan Sample, Mayor David J. Beach, City Manager John Montgomery, Mayor Pro Tem Scott Bounds, Olson and Olson, City Attorney Shannon Carroll, Councilmember Thelma Gilliam, City Secretary Clay Brett, Councilmember Matt Hart, Councilmember CITY COUNCIL MEETING MINUTES The City Council of the City of West University Place, Texas, met on Monday, November 6, 2023, at 6:30 p.m., in the Municipal Building at 3800 University Boulevard, for the purpose of considering the agenda of items listed. The meeting was held in person and via Zoom. Agenda items were as follows: 1. Call Meeting to Order Mayor Sample called the regular meeting to order at 6:30 p.m. Council in attendance were Mayor Pro Tem Montgomery and Councilmembers, Carroll, Brett, and Hart. Staff in attendance were City Manager Beach, City Secretary Gilliam, City Attorney Bounds, Fire Chief Maxwell, Assistant to the City Manager Bishop, Public Works Director Cameron, Assistant Public Works Director Cast, Finance Director Kalka, IT Director Brown, and Captain Stavinoha. Also present were Carol Harrison with IDS Engineers and Mike Weaver with HUB International. 2. Pledge of Allegiance Councilmember Carroll led the Pledge. 3. Citizens Academy Graduation Ceremony Matters related to providing participants of the Citizens Academy with certificates of completion. Recommended Action: Award each participant of the Citizens Academy with a Certificate of Completion and name them ambassadors for the City of West University Place. Ms. Biance Cuccerre, Communications Coordinator Communications Coordinator Cuccerre presented an overview of the Citizens Academy and Mayor Sample distributed certificates to the Citizens Academy participants. 4. Public Comments This is an opportunity for citizens to speak to the Council relating to agenda and non-agenda items. Speakers are required to register in advance and must limit their presentations to three minutes each. Susie Hairston, 2620 Pittsburg Street, spoke regarding food waste composting and thanked Council and staff for their leadership efforts and support of food waste composting in West U. She said residents can make a difference and encouraged residents to sign up for curbside food waste pick up with one of the city’s two preferred vendors for as little as $10 a month for weekly pick-up. She said more information is on the city’s website. RECESS REGULAR MEETING OF THE CITY COUNCIL TO CONVENE A MEETING OF THE CITY OF WEST UNIVERSITY PLACE EMPLOYEE BENEFITS TRUST (EBT) FOR WHICH A SEPARATE EBT AGENDA HAS BEEN POSTED. At approximately 6:45 p.m., City Council recessed the regular meeting and convened a meeting of the Employee Benefits Trust. RESUME REGULAR CITY COUNCIL MEETING AFTER ADJOURNMENT OF THE EBT MEETING City Council Meeting Minutes, November 13, 2023 2 of 3 At 7:26 p.m., the Employee Benefits Trust adjourned its meeting and the regular City Council meeting resumed. 5. Transfer of Funds to Employee Benefits Trust Matters related to authorizing the transfer of funds from the City of West University Place to the City of West University Place Employee Benefits Trust to pay for employee-related benefits beginning with the January 2024 contribution. Recommended Action: Authorize the continued transfer of funds on a monthly basis from the city of West University Place to the City of West University Place Benefits Trust beginning with the January 2024 contribution. Mr. James Urban, Human Resources Director. City Council tabled this item after the EBT trustees requested staff solicit an additional plan to give employees an HMO option that may be more affordable. See the EBT Minutes of November 6, 2023, for more information. 6. Water System Improvements Matters related to the City’s water system and recommended projects for improvements. Recommended Action: Discuss and take any desired action. Mr. Danny Cameron, Public Works Director Carol Harrison with IDS Engineering gave a presentation, which included the following modeling study recommended projects to improve the water system (not in order of priority): • Wakeforest Distribution Line • Wakeforest Plant Upgrades • New Water Well • Milton Plant Upgrades After the presentation and discussion, City Manager Beach said staff will come back before Council with a scope of work for design and refine costs for each project. 7. Investment Policy Matters related to approval of a resolution adopting the city’s investment policy. Recommended Action: Approve the resolution adopting the Investment Policy. Ms. Marie Kalka, Finance Director After a brief presentation by Finance Director Kalka, Councilmember Brett moved to approve the resolution adopting the City’s Investment Policy. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Brett, Carroll, Hart Noes: None Absent: None 8. 2024 Cost of Living Adjustment Matters related to an employee Cost of Living Adjustment for 2024. Recommended Action: Discuss options and select a COLA option for 2024. Mr. James Urban, HR Director Human Resources Director Urban presented and provided Council with four options for disbursing the Cost-of-Living Adjustment (COLA) to employees. After discussion, Council chose Option 4 where employees making under $50K receive a 5% increase, $50K to $100K receive a 4% adjustment and employees over $100K receive a 3.5% increase. Councilmember Brett moved to select and approve Option 4 for the distribution of the 2024 COLA for employees. Councilmember Hart seconded the motion. MOTION PASSED. City Council Meeting Minutes, November 13, 2023 3 of 3 Ayes: Sample, Montgomery, Brett, Carroll, Hart Noes: None Absent: None 9. Consent Agenda All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember requests an item be removed from the Consent Agenda and be considered in its normal sequence on the agenda. A. City Council Meeting Minutes Matters related to approving the City Council Minutes of October 23, 2023. Recommended Action: Approve Minutes of October 23, 2023. Ms. Thelma Gilliam, City Secretary B. August 2023 Monthly Finance Report Matters related to receiving the City’s Monthly Finance Report for August 2023. Recommended Action: Receive the city’s August 2023 Monthly Financial Report. Ms. Marie Kalka, Finance Director [See Agenda Memo 9B] C. Award Bank Depository Contract Matters related to a resolution awarding the banking service. Recommended Action: Approve the resolution awarding the banking service contract to JPMorgan Bank. Ms. Marie Kalka, Finance Director D. Evaluation of Bellaire Elevated Storage Tank (EST) Matters related to approval of a Professional Services Agreement with IDS to perform a detailed evaluation of the Bellaire EST. Recommended Action: Approve the Professional Services Agreement with IDS Engineering Group in the amount not to exceed $98,445.00 and authorize the City Manager to execute the agreement. Mr. Danny Cameron, Public Works Director Councilmember Hart moved to approve the Consent Agenda as presented. Councilmember Carroll seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Brett, Carroll, Hart Noes: None Absent: None 10. Adjourn Meeting With no further business, Councilmember Brett moved to adjourn the meeting at approximately 8:40 p.m. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Brett, Carroll, Hart Noes: None Absent: None Audio of the meeting is temporarily on the City’s website. If the audio is no longer on the website, you can obtain a copy, and any presentation, from the City Secretary’s office. Prepared by: Thelma A. Gilliam, TRMC, City Secretary Council Approved: November 13, 2023